City of Oshawa Job Posting: Temporary Full-Time Council & Committee Coordinator

The City of Oshawa is hiring for a Temporary Full-Time Council & Committee Coordinator (2 Positions)    

Posting Number:  005257  

Department:   Office of the C.A.O.  

Branch:  Legislative Services   

Location: City Hall 

Posting Start Date: 2025/03/25

Posting End Date:  2025/04/08 by 4:30p.m.

Employment Group:   Exempt   

Salary Grade:   M-$87,130 - $102,506 per annum  

Standard Weekly Hours of Work:  36.25   

Shift Work Required:  No

Job Description

Reporting to the Manager, Legislative Services/Deputy City Clerk, or designate, provides administrative and secretariat support to Council and its Committees as well as coordinates the annual/quadrennial membership recruitment, selection, and appointment process of citizens and Councillors to external agencies, boards and other committees. The position also provides procedural advice and guidance related to the City’s governance structure as well as takes an active role in policy research and development.

Responsibilities:

• Coordinate and provide administrative support to Committees and Council, including preparing meeting agenda materials, notices of meetings, and ensuring compliance with Provincial legislation
• Liaise with internal and external stakeholders regarding meeting agendas, minutes, and follow-up
• Manage the logistics for Committee and Council meetings, including delegations and presentations
• Act as the secretariat by recording decisions, preparing minutes, and drafting reports during Council and Standing/Advisory Committee meetings.
• Coordinate the recruitment, selection, and appointment process for Committee members, including advertising vacancies and coordinating notifications
• Participate in community outreach and engagement
• Establish and maintain a volunteer registry
• Provide administrative direction, procedural advice and education related to City’s governance structure and processes including liaising with City staff
• Provide procedural advice and education to members of Council, Committee chairpersons and members of Advisory Committees
• Provide education and respond to internal and external inquiries on Committee and Council process
• Prepare and deliver internal training sessions for Advisory Committees of Council
• Conduct public education and engagement activities, such as delivering “Grade 5 Introduction to Local Government” programs
• Undertake research, draft policies, procedures and reports including conducting surveys and benchmarking
• Provide administrative and policy development support related to accountability officer functions (e.g., Integrity Commissioner, Closed Meeting Investigator, Ombudsman)
• Assist in identifying options, assess implications, and develop implementation strategies on project work
• Support and demonstrate the City of Oshawa core values of Authenticity, Courage, and Trust

Requirements:

• Demonstrated knowledge and skills normally associated with the completion of a three (3) year University degree in political science, public administration, or related discipline) plus a minimum of three (3) years of relevant administrative experience preferably in a Municipal Clerk's Office or Municipal Council’s Office
• Completion of Municipal Administration Program (MAP) from the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) preferred
• Having an excellent comprehension of the use of computers and standard software is essential, including a high level of proficiency in Word, Excel, Power Point, Project Management Software, and Adobe Acrobat
• Working knowledge of legislation, Municipal Government policies and procedures
• Excellent administrative, minute taking, time management and organizational skills with a keen sense for accuracy and attention to detail
• Excellent customer service experience and highly developed communication skills to deal effectively and courteously with elected officials, staff, other levels of government  and the general public and an ability to respond to inquiries by telephone, in person and in writing
• Good interpersonal skills with the ability to establish and maintain good working relationships
• Proven ability to conduct research
• Strong interpersonal skills with the ability to establish and maintain good working relationships and personal qualities of maturity, tact, and discretion with a willing and cooperative attitude
• Strong analytical and project management skills
• Ability to work independently, quickly and competently under pressure in order to meet deadlines and maintain confidentiality
• Ability to work evenings and overtime, as required

This position is eligible for hybrid work.

Apply online: https://oshawa.jobs.net/en-CA/search

As a condition of employment, the City of Oshawa will require successful candidates to undergo a Criminal Records and Judicial Matters Check.

Please be advised that position location as noted is at the time of posting and is subject to change, as required due to operational needs.

We would like to thank all applicants however, please note that only those selected to attend an interview will be contacted and all other applicants will be kept on file.  Applicants are advised that written, oral and practical testing may form part of the selection process.

City of Oshawa employees need to apply through the intranet (iConnect) in order to be considered as an internal candidate.  All applicants are encouraged to provide a valid email address for communication purposes.  Please ensure that you check your email regularly to receive any correspondence.

The City of Oshawa is situated on lands and waters within the Williams Treaties Territory, home to seven First Nation communities of the Michi Saagiig and Chippewa Anishinaabeg, who have cared for and maintained these lands from time immemorial and continue to do so to present day.  Learn more

We are an Equal Opportunity Employer in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code (OHRC). The City of Oshawa promotes the principles of diversity, equity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. The City of Oshawa encourages applications from women, Indigenous Peoples and persons of all cultures, ethnic origins, religions, abilities, ages, sexual orientations, and gender identities and expressions.

The City of Oshawa will provide accommodations throughout the recruitment and selection and/or assessment process to applicants with disabilities and/or needs related to the OHRC.  If you require an accommodation during the recruitment process or assistance with the application process please contact Human Resource Services. Personal information provided is collected under the authority of The Municipal Freedom of Information and Protection of Privacy Act.